ESBD_File_329482_RFP No. 23-04-1284 Audio Visual Integration Equipment and Installation.pdf

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 1 of 30

Brazos River Authority

Request for Proposals July 10, 2023 RFP No. 23-04-1284

Dear Prospective Respondent:

Competitive Sealed Proposals will be received in the office of the Purchasing Agent, Brazos River Authority (“BRA”), 4600 Cobbs Drive, Waco, Texas 76710 until 10:00 AM, August 30, 2023, for Audio-Visual Integration Equipment and Installation for Central Office Conference Rooms. All qualified firms including Small, Minority, Women Owned Businesses and Historically Underutilized Businesses are encouraged to submit Proposals in response to this request.

Proposals must be submitted and received no later than the due date and time specified. Any Proposal received later than the specified time, shall not be considered. The BRA is NOT responsible for ensuring the delivery of Proposals.

Refer to Section 21. Delivery of Proposal Submittals for instructions on submitting a response to this solicitation.

Proposal must be clearly identified as follows on the outside of the sealed physical submission or the electronic submission subject line. The BRA shall not be responsible for submissions that are not properly identified. Proper identification of Respondent’s proposal is the sole responsibility of the Respondent and failure to do so may result in the submission not being included in the proposal opening:

PROPOSAL: Audio-Visual Integration Equipment and Installation for Central Office Conference Rooms

RFP NO: 23-04-1284

RFP DUE DATE: 10:00 AM, Wednesday, August 30, 2023

The BRA shall have the right to accept or reject any or all Proposals, or any part thereof, and to waive any technicalities in the interest of the BRA.

BRA will evaluate all relevant COVID-19, health, safety and business factors on all solicitations to determine when to initiate a notice to proceed on all projects, delivery of goods and/or services or procurement of construction related services to best attempt to balance BRA needs and to protect the health and safety of BRA employees, the employees of respondents and the public at large.

Sincerely, Allison Sheeler, CTCD Purchasing Agent

4600 Cobbs Drive • Waco, Texas 76710

254 761 3153

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 2 of 30

REQUEST FOR PROPOSALS

SUPPLIER DIVERSITY PURCHASING POLICY

The Brazos River Authority (BRA) will ensure that purchases of equipment, materials, supplies, and/or services conform with Texas Procurement law as applicable to the BRA, are cost effective, and contribute to the competitiveness of the BRA and its customers.

Procurement activities will be conducted in an open and fair manner with equal opportunity provided to all qualified parties. The BRA will provide equal contracting opportunities as provided by all applicable State and Federal laws to small business enterprises, Historically Underutilized Businesses and Disadvantaged Business enterprises.

GENERAL INSTRUCTIONS TO RESPONDENTS

The Work consists of the furnishing of all labor, materials, services, equipment, and appliances required for the delivery and the supplying of products and/or services as described herein and in the contract documents.

1. PROPOSAL SUBMISSION: Proposals must be received no later than the Proposal opening date and time specified above. All Proposals received after closing time will not be considered.

A. To be considered as eligible, a Respondent shall have complied with all legal requirements to permit them to operate in the State of Texas.

B. Proposals must be emailed, mailed or hand delivered to be considered.

2. WITHDRAWAL OF PROPOSALS: No Proposal may be withdrawn for a period of ninety (90) days after Proposal opening, except by: 1) mutual consent of the BRA and Respondent; or 2) a previously submitted Proposals may be withdrawn upon written request received from Respondent prior to time established for receipt of Proposals.

3. SIGNATURE ON PROPOSALS: To be valid, Proposals must be signed by an authorized person. By such signature, Respondent agrees to strictly abide by the terms, conditions, and Scope of Services embodied in this Request for Proposal.

4. EXAMINATION OF PROPOSAL DOCUMENTS: Before submitting a Proposal, all Respondents shall examine the complete Proposal documents, including Proposal Notice, Instruction to Respondent, and Scope of Services, all of which are part of the Proposal documents.

5. ADDENDA: Unless otherwise stated in the Proposal, answers to all questions, inquiries, and request for additional information will be issued in the form of Addenda. During the Proposal period, prospective Respondent may be advised by Addenda of additions, deletions from, or changes in the requirements of the Proposal documents. The BRA will not be responsible for the authenticity or correctness of oral interpretations of the Proposal documents or for information obtained in any other manner than through the media of Addenda. Receipt of each Addendum shall be acknowledged by the Respondent.

Any questions concerning this Proposal should be emailed to Allison Sheeler, Purchasing Agent no later than five (5) days prior to the opening of the Proposal at submissions@brazos.org. This is to allow the BRA sufficient time to respond to inquiries and provide information to all interested Respondents by Addendum. Unless otherwise stated in the Proposal, Addenda will be posted on the BRA web site at www.brazos.org, Doing Business, Purchasing and Professional Services, Request for Proposals.

Respondent is responsible for checking the BRA web site (www.brazos.org) for updates and Addenda until the time at which the submission is due. Failure to respond to all requirements, including those Addenda, shall be grounds for rejection of your Proposal.

6. TAXATION: The BRA is exempt under the Texas Sales Tax and Use Tax Laws, and the Respondent shall not include such taxes in the Proposal.

7. QUALIFICATION OF RESPONDENTS: The BRA reserves the right to reject any Proposal if the evidence submitted by, or investigation of, such Respondent fails to satisfy the BRA that such Respondent is properly qualified to carry out the obligations of the contract and to complete the services contemplated herein.

Conditional Proposals will not be accepted.

8. CONSIDERATION OF PROPOSALS: Unless stated otherwise in the Advertisement or Request for Proposal, the properly identified Proposals received on time will be opened publicly and only the names of the Respondent will be read aloud. Respondents are invited to be present.

9. COMPLIANCE WITH SCOPE OF SERVICES AND RIGHT OF

SELECTION: The Respondent shall abide by and comply with the true intent of the Scope of Services and not take advantage of any unintentional error or omission.

10. DEVIATION FROM SCOPE OF SERVICES: All deviations from the Scope of Services must be noted in detail by the Respondent, in writing, at the time of submittal of the formal Proposal. The absence of a written list of deviations at the time of submittal of the Proposal will be considered acceptance of the Scope of Services as written.

Any deviations from the Scope of Services as written not previously submitted, as required by the above, will be grounds for rejection of the material and/or item when delivered.

In case of ambiguity or lack of clarity, the BRA reserves the right to consider the most advantageous Proposal or reject the Proposal.

11. REPRESENTATIONS: By execution and submission of this Proposal, the Respondent hereby represents and warrants to the BRA that Respondent has read and understands the Proposal Documents and this Proposal is made in accordance with the Proposal Documents.

12. INDEMNIFICATION: THE RESPONDENT SHALL COMPLY

WITH THE REQUIREMENTS OF ALL APPLICABLE LAWS, RULES,

AND REGULATIONS AND SHALL EXONERATE, INDEMNIFY AND

HOLD HARMLESS THE BRA FROM ANY AND ALL LIABILITY OR

DAMAGES RESULTING FROM FAILURE TO DO SO.

IN ADDITION, THE RESPONDENT AGREES TO INDEMNIFY,

KEEP, SAVE AND HOLD THE BRA HARMLESS FROM ANY AND

ALL ACTIONS, LIABILITIES, DAMAGES, JUDGMENTS, COSTS

AND EXPENSES INCLUDING REASONABLE ATTORNEY’S FEES,

IN CASE AN ACTION IS FILED OR DOES IN ANY WAY ACCRUE

AGAINST THE BRA, ITS OFFICIALS, OFFICERS, AND

EMPLOYEES IN CONSEQUENCE OF THE AWARDED CONTRACT

FOR ANY NEGLIGENT ACT OR OMISSION OF THE RESPONDENT

IN THE PROVISION OF SERVICES UNDER THE AWARDED

CONTRACT, OR THAT MAY RESULT FROM THE CARELESSNESS

OR LACK OF SKILL OF THE RESPONDENT OR THE

RESPONDENT’S OFFICERS, AGENT, CONTRACTORS, ASSIGNS

OR EMPLOYEES. IN THE EVENT A JUDGMENT IS RECOVERED

AGAINST THE BRA FOR ANY SUCH LIABILITY, COSTS OR

EXPENSES, SUCH JUDGMENT SHALL BE CONCLUSIVE

AGAINST THE RESPONDENT.

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 3 of 30

IT IS SPECIFICALLY UNDERSTOOD AND AGREED BY THE

RESPONDENT THAT SUCH INDEMNITY IS INDEMNITY BY THE

RESPONDENT TO INDEMNIFY AND PROTECT THE BRA FROM

LIABILITY, CLAIMS, SUITS, LOSSES, DAMAGES OR CAUSES OF

ACTION DUE TO THE RESPONDENT’S NEGLIGENCE, ERROR OR

OMISSION.

13. EVALUATION FACTORS: Respondents may furnish pricing for all or any portion of the solicitation (unless otherwise specified). The BRA may evaluate and award a contract for any item or group of items shown on the Solicitation, or any combination deemed most advantageous to the BRA. Pricing that specifies an "All or None" award may be considered if a single award is advantageous. In the event of a mathematical discrepancy, the BRA will only consider the price determined to be most advantageous to the BRA.

14. CRITERIA FOR AWARD: The contract will be awarded to the Respondent determined to be the most experienced and highly qualified Respondent, taking into consideration BRA’s discretionary evaluation of Respondent’s understanding of the project, methodology used for the project, management plan for the project, experience and qualifications, and price. If a satisfactory contract cannot be negotiated with the selected Respondent, the BRA will select the next most experienced and highly qualified Respondent and attempt to negotiate a contract with that Respondent. The BRA will award contracts to the Respondent that represents the “best value” to the BRA. REFER TO

SECTION 8.

15. TERMINATION: The awarded contract may be terminated at any time by the BRA, in BRA’s sole discretion, for any cause or for convenience without penalty or liability. Upon receipt of such notice, the supplier shall immediately discontinue all services and actions.

The BRA shall pay the Respondent promptly the accrued and unpaid amounts due for services to the date of termination, to the extent the services are approved by the BRA.

16. CHANGE OF CONTRACT PRICE: The agreed upon contract price shall not be exceeded without the prior written consent of the BRA and may only be modified by a written amendment to the contract executed by both BRA and Respondent.

17. PAYMENT: Unless otherwise specified, payment for services and/or product will be processed within thirty (30) days from invoice date and acceptance of services and/or product. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing. Unit price on invoice shall be in two (2) decimal places only, i.e., $ .XX.

The BRA has set a goal to have as much paperwork submitted electronically. Respondents are asked to submit invoices electronically to the following Accounts Payable email address:

accounts. payable@brazos.org. Respondents who use the electronic service should not mail the original invoice.

18. CONFIDENTIALITY OF DOCUMENTS: The BRA is subject to the Texas Public Information Act (PIA). Any information submitted to the BRA by a Respondent shall be considered non-confidential and available to the public, except as follows:

In the event a Respondent considers a specific portion of their Proposal to be confidential and subject to an exception to disclosure under the PIA, such portion must be clearly identified and marked "CONFIDENTIAL". Do not mark an entire Proposal confidential, as this is not in conformance with the PIA and is not acceptable. Only the specific portion or portions of the Proposal that the Respondent considers to be confidential pursuant to the PIA should be marked. IF

AN ENTIRE PROPOSAL IS MARKED CONFIDENTIAL, THE BRA

WILL NOT TREAT ANY PORTION OF THE PROPOSAL AS

CONFIDENTIAL AND THE PROPOSAL MAY BE REJECTED AS

NON-CONFORMING. The BRA will honor notations of confidentiality made in accordance with this paragraph and decline to release such information initially. However, final determination of whether a particular portion of a Proposal may in fact be withheld pursuant to the PIA will be made by the Texas Attorney General or a court of competent jurisdiction.

In the event a public information request is received for a portion of a Proposal that has been marked confidential, the BRA shall ask the affected Respondent if the information may be released. If the release is agreed to, the BRA shall release the information.

If the release is denied, the matter shall be referred to the Texas Attorney General's Office in accordance with the process set forth in the PIA. The Respondent shall be fully and solely responsible for submitting arguments and evidence within the statutory timeframes to the Texas Attorney General’s Office regarding its claim of confidentiality. The BRA will NOT submit arguments on behalf of the Respondent.

The Texas Attorney General's office shall rule on the matter. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information may not be withheld, then such information will be made available to the requester. If it is determined that the information may be withheld, BRA will withhold the information from the requestor.

Pricing information contained in Proposals or contracts is not considered confidential under the PIA and will be disclosed without making a request to the Texas Attorney General.

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 4 of 30

AUDIO-VISUAL INTEGRATION EQUIPMENT AND INSTALLATION

FOR CENTRAL OFFICE CONFERENCE ROOMS

RFP NO. 23-04-1284

SUBMITTAL SCHEDULE

Proposals are posted on the BRA website and prospective Respondents should check www.brazos.org> Doing Business>, Purchasing & Professional Services>, Request for Proposals for potential updates to Proposal requirements.

Monday, July 10, 2023

RFP is available to download from the BRA website at http://www.brazos.org/Doing- Business/Purchasing-Professional- Services/Request-for-Proposals, and click on “View this RFP”.

4:00 PM CDT, Friday, July 21, 2023

REGISTRATION DEADLINE For Mandatory Pre-Proposal Meeting and Site Visit Submit company name, attendee name(s) and preferred time option to submissions@brazos.org

10:00 AM CDT, Tuesday, July 25, 2023 Mandatory Pre-Proposal Meeting and Site Visit (Option 1) 4600 Cobbs Drive, Waco, Texas 76710

1:00 PM CDT, Tuesday, July 25, 2023 Mandatory Pre-Proposal Meeting and Site Visit (Option 2) 4600 Cobbs Drive, Waco, Texas 76710

4:00 PM CDT, Tuesday, August 1, 2023 Last date and time to ask questions or request additional information. Email questions to submissions@brazos.org

4:00 PM CDT, Friday, August 4, 2023

Post response to questions received as of the deadline or as soon thereafter, as an Addendum on the BRA website – www.brazos.org/ Doing Business/Purchasing and Professional Services/Request for Proposals.

10:00 AM CDT, Wednesday, August 30, Proposals are due.

11:00 AM CDT, Wednesday, August 30, Proposals will be opened virtually at the link below……………………..

https://youtube.com/live/rRe9HZTS- N8?feature=share

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 5 of 30

1. General

The Brazos River Authority (BRA) is soliciting proposals from qualified offerors to replace and/or upgrade the current audio and visual system in the conference rooms located at its Central Office headquarters in Waco, Texas. This upgrade needs to increase the effective and efficient use of the conferencing capabilities for the BRA with ease of use and little to no tech support as outlined in this RFP. Payment for the contract is subject to funds already appropriated and identified.

2. Background Information

The Brazos River Authority Central Office selected the following rooms for equipment upgrade.

Existing equipment in each respective room is included. Refer to Appendix A for floor plan map.

Examine Appendix B to reference photos of room layout and current equipment placement.

A. Executive Boardroom (Brazos)

The executive boardroom is a large space that is rectangular in shape with table arranged in a V-shape with BRA directors and executives seated. The BRA executive cabinet is seated to one side and the room offers seating for public on the opposite side of the room.

Additionally, there is a control area that is offset to the back left (from the presenter’s view).

38ft x 46ft, Seats 22 at table, Room seats 75 people max, Ceilings are 21ft. high.

• 9 ceiling speakers

• 2 Program Speakers

• Panasonic Laser Projector 2K (2014)

• Lectern Mic

• Wireless lapel and handheld microphones

• Presenter confidence monitor 21 Table Mics

• Podium Confidence Monitor

• 3 Axis P5415-E Cameras 2k

• 1 Operator Computer

• 1 Streaming Computer

• 1 Teams Computer

• 2 Audio Recorders

• Rear Control monitor 22”

• Biamp Audio

• Apple TV

• Samsung Blu Ray / DVD Player

• 2 Cable Boxes

• Podium / Rear – HDMI / VGA Inputs

• Lutron Light and Shade Controls

B. Main Conference Room (Bosque)

The Main Conference Room is a large conference room that enables the Directors to convene for committee meetings and serves as the main conference room for BRA employees and guests. 22ft. x 32ft., Seats 17 at table and 12 spectators

• 80” 2K LED TV

• Projector

• 1 Dell 86” Touch Screen 4k

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 6 of 30

• Touch Screen control system

• Click Share

• Cable box Tuner

• Samsung Blu Ray / DVD Player

• Computer

• Audio Recording

• 2 Ceiling Mics

• Rear Operator Monitor

• Rear / Front - HDMI / VGA Inputs

• Apple TV (used for iPad screening share at one time)

• 6 Ceiling Speakers

• Logitech Rally Bar

C. Breakroom (Navasota) – Boardroom Overflow

This is a larger open break room. Eating area that can also serve as overflow for the Boardroom. The room has a single 80” flat panel that can receive CATV.

• 80” LED TV 2K

• Small Touch Screen control

• Overflow from Board Room

• Cable Tuner Access

D. Back Conference Room (South Fork)

This is medium sized 10-to-12-person conference room. The front of the room has two 55” side by side for the “people and content” type conferencing. There is a single Logitech Rally kit for conferencing. The room has an 86” Dell IFP on one wall. 20ft x 18ft Seats 12

• 1 Dell 86” Touch Screen 4k

• Computer

• 2 – 70"” side by side TVs

• 1 Ceiling Mic

• Scheduling Tablet with occupancy sensor

• Logitech Rally kit

E. Training Room (Leon)

This is medium sized 12-to-20-person training/conference room. The front of the room has three 80” side by side for the conferencing and content sharing. There is a single Logitech Rally kit for conferencing. The room has an 86” Dell IFP on one wall.

20ft x 30ft Seats 20

• 3 80” LED TV 4K

• Computer

• 2 Ceiling Mics

• 4 Ceiling Speakers

• 1 Dell 86” Touch TV 4K

• Scheduling Tablet with occupancy sensor

• Logitech Rally kit

F. Executive Conference Room

This is a small conference room (seats 6) near BRA’s General Manager/CEO’s office.

• Logitech Meet-up

• Computer

• 2 – 55” TVs

• 70” Dell touchscreen

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 7 of 30

3. Scope of Services

The Brazos River Authority (BRA) is soliciting proposals for the upgrade and/or replacement of the audio/visual (A/V) systems in its six conference rooms located at its Central Office headquarters in Waco, Texas. Selected respondent will consult, design, install, upgrade, and replace the current A/V system. The BRA is seeking a new system that will increase the reliability and quality conferencing capabilities of the rooms for optimal performance with minimal impact to the overall rooms design and décor. Configurations for the six conference rooms at BRA’s Central Office headquarters are provided. Each of the conference rooms shall utilize similar technologies for audio and video conferencing and be intuitive for users to operate. Consistent and reliable functionality are critical.

Solutions are needed for video conferencing, such as webcams, and content management to capture video or meeting room attendees for Microsoft Teams and other virtual meeting platforms.

Any offered ceiling microphones will need to be Acoustic Echo Cancellation (AEC) devices. The proposed solution must allow for live streaming and recording of video and audio content as well as the ability to send audio and video to additional conference rooms in the event suggested maximum capacity of the room is exceeded. The live streaming of audio and video must be capable of easily being stopped and re-started by the user. Offered system needs to have exceptionally simple User Interface (UI) and User Experience (UE). Touch panels or keypads are an option if not too complicated. A “plug and play” seamless system that is easy to use is preferred.

In addition to these capabilities, at a minimum, the proposed solution must meet the following requirements:

a. A wireless Bring Your Own Device (BYOD) solution is needed for each conference room.

Additionally, a wired BYOD solution for each conference room would be ideal.

b. The Boardroom must have a confidence monitor for the presenter.

c. Each room must have a method for recording only meeting audio.

d. Replacement microphones in Boardroom shall be wireless.

e. The selected respondent shall provide fully independent authorized/ certified programming. Additionally, BRA will have full access to the “custom” programming/ source code for use and modification without any restriction.

f. Preferred system replacement will leverage Audio/Video over IP (AVoIP) using our existing network infrastructure.

g. Selected respondent is responsible for providing/including all licenses, hardware, and software control systems.

h. Any modification to the conference rooms must be minimal and offered equipment must fit in the current configuration of the conference room.

i. All conference rooms must have full video coverage with digital or optical zoom.

j. Selected respondent will be responsible for the removal of old equipment to an adjacent storage area and will clean the area of dust and debris at the end of installation.

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 8 of 30

k. Selected respondent must provide in-person, hands-on training on the new system to all end users and provide an easy-to-understand printed step-by-step instruction manual on the use of the system. In addition, selected respondent will provide as-built drawings to BRA upon completion of project.

l. Selected respondent will be required to provide an ON-CALL A/V tech support for a minimum of one (1) year. The ON-CALL A/V tech support may be in the form of a phone call or on-site visit depending on the severity of the issue. Respondent will adhere to guaranteed response times as established and agreed upon by Respondent and BRA.

Cost offered is per hour, whether on-site or over the phone. No travel will be paid for on-site visits. In addition, respondent will provide preventative maintenance bi-annually with documentation of updates/changes (ex. Firmware updates).

4. Pre-Proposal Meeting/Site Visit (Mandatory)

A. A pre-proposal meeting and site visit will be held on Tuesday, July 25, 2023, 10:00 AM CDT (Option 1) and Tuesday, July 25, 2023, at 1:00 PM CDT (Option 2). At this pre-proposal meeting / site visit, staff will discuss an overview of the RFP submittal requirements, communication during solicitation period and the scope of work. Prospective respondents will be escorted by staff members to each of the selected rooms for visual reference of room layout and equipment placement. Attendance to the pre-proposal meeting and site visit is mandatory for prospective respondents. Only one of the two offered times is required for attendance. To adhere to a 30-minute schedule, questions will not be answered during the meeting and walk-through. Reference Section 12 on the submission of questions.

B. To facilitate the on-site walk-through and minimize workday disruptions to on-site employees, prospective respondents must register with purchasing for one of the time slots offered.

Register via email to submissions@brazos.org with your company name, attendee name(s) and preferred time option. Deadline to register is 4:00 PM Central Time, Friday, July 21, 2023.

C. Site Visit Information:

Brazos River Authority – Central Office 4600 Cobbs Drive Waco, Texas 76710

5. Base Proposal

Proposal price shall be inclusive of all costs to complete the project, including but not limited to all: labor, materials, tools, equipment, and incidentals necessary to satisfactorily design, fabricate, manufacture, furnish, deliver components, complete assemblies, install, test, calibrate/correct product functions, provide training/instruction on use, and provide minimum of one year support.

Proposed costs must include all direct and indirect costs associated with the performance of the contract, including, but not limited to, total number of hours at various hourly rates, direct expenses, payroll, supplies, overhead assigned to each person working on the project, percentage of each person's time devoted to the project, travel costs, and profit. The costs identified on the cost proposal are the total amount of costs to be paid by the BRA. No additional charges shall be allowed.

6. Information Required in the RFP Submittal - Tab Format

The BRA specifically requests succinct submittals tailored to the general and discipline-specific scope of services summarized above. All submittals become the property of the BRA. Each submittal shall include the information requested below.

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 9 of 30

Tab A: Include the following:

(1) Date your company was established and a brief history; number of employees; provide number and location of offices.

(2) Provide name, title and office location of person who will be the principal contact for the

BRA and the billing location if different.

(3) Describe the types of organizations that your company typically serves and general nature of the work.

(4) A list and description of similar services completed within the last five years under your current company name, or any other company name similar in nature to this solicitation.

This should include the name, the location, a brief description of Scope of Services, and a contact name and telephone number of a reference for each client.

(5) List litigation that your company has been a party to in the last five (5) years, under your current company name or any other company name. Include only litigation that involves business units in your company that are proposed for performing services under this RFP.

List all such litigation involving owners and/or general respondents. To be fully responsive, provide the level of detail in the attached example, as well as a name and phone number to contact an authorized representative of your company in the event that the BRA needs to clarify your response. Failure to be fully responsive will be sufficient grounds for the BRA to disqualify your company.

(6) Have you ever defaulted, failed to complete a contract, or had a contract terminated by the other party? If so, where, and why? Provide name and telephone number of the other party.

(7) Provide detailed information regarding your company’s Experience Modification Rate (EMR) as rated by your insurance carrier. Rates above 1.0 will require further discussion and possible remediation efforts, at no cost to the BRA.

(8) Provide comprehensive narrative statements that illustrate understanding of the project requirements and the project schedule. Statements shall include the methodology employed and the management plan developed to accomplish the work and meet schedule.

(9) Provide an organizational chart specific to the personnel assigned to accomplish the work called for in this RFP; illustrate the lines of authority; designate the individual responsible and accountable for the completion of each component and deliverable of the RFP.

Include a narrative description of the organization of the project team and a personnel roster that identifies each person who will work on the contract and provide the following information about each person listed:

i. title,

ii. resume,

iii. location(s) where their work will be performed.

Tab B: Include the following:

(1) Complete and submit the attached Request for Proposal – Cost Proposal Form

(2) Complete and submit the attached W-9 form, or if foreign entity, submit the appropriate tax document information.

(3) Complete and submit the attached Conflicts of Interest Questionnaire [CIQ] form.

(4) Complete and submit the Non-Collusion Affidavit form.

(5) Complete and submit the Vendor Compliance to State Law form.

(6) HUB Subcontracting Plan

7. Performance, Payment, and Warranty Bonds

Awarded Respondent must provide performance and payment bonds and warranty bonds for this contract. All bonds shall be issued by a surety authorized to conduct business in the State of Texas.

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 10 of 30

8. Selection Process

Proposals will be evaluated and scored by a BRA evaluation committee based on the factors listed below. The committee will select the highest scoring proposals and invite the offerors to present their proposals to BRA’s executive management for further consideration.

Criteria Weight Percentage

1. Understanding of the Project

2. Methodology Used for the Project

3. Management Plan for the Project

4. Experience and Qualifications

75%

5. Contract Cost 25%

THE TOTAL NUMBER OF POINTS USED TO SCORE THIS PROPOSAL IS 100.

Criteria 1: Understanding of the Project Proposals will be evaluated against the questions set out below:

1) How well has the offeror demonstrated a thorough understanding of the purpose and scope of the project?

2) How well has the offeror identified pertinent issues and potential problems related to the project?

3) To what degree has the offeror demonstrated an understanding of the deliverables and the functionality the BRA expects it to provide?

4) Has the offeror demonstrated an understanding of the BRA’s time schedule and can meet it?

Criteria 2: Methodology Used for the Project Proposals will be evaluated against the questions set out below:

1) How comprehensive is the methodology and does it depict a logical approach to fulfilling all the functional requirements of the RFP?

2) How well does the methodology match and achieve the objectives set out in the RFP?

3) How well does the methodology interface with the time schedule in the RFP?

Criteria 3: Management Plan for the Project

1) How well does the management plan support all the project requirements and logically lead to the deliverables required in the RFP?

2) How well is accountability completely and clearly defined?

3) Is the organization of the project team clear?

4) How well does the management plan illustrate the lines of authority and communication?

5) To what extent does the offeror already have the hardware, software, equipment, and licenses necessary to perform the contract?

6) Does it appear that the offeror can meet the schedule set out in the RFP?

7) Has the offeror gone beyond the minimum tasks necessary to meet the objectives of the

RFP?

8) To what degree is the proposal practical and feasible?

9) To what extent has the offeror identified potential problems or issues and possible solutions to resolve or mitigate the problem or issue?

Criteria 4: Experience and Qualifications

1) Do individuals assigned to the project have experience on similar projects?

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 11 of 30

2) Are resumes complete and do they demonstrate backgrounds that would be desirable for individuals engaged in the work the project requires?

3) How extensive is the applicable education and experience of the personnel designated to work on the project?

Criteria 5: Contract Cost (25%) Overall, a minimum of 25% of the total evaluation points will be assigned to cost.

9. Hub Subcontracting Plan

This solicitation requires a HUB Subcontracting Plan to be completed and submitted. The HUB Subcontracting Plan is attached to this solicitation. If you have any questions regarding the HUB Subcontracting Plan please contact David Thompson, HUB Coordinator at David.Thompson@Brazos.org.

10. Hub Subcontracting Plan Instructions (If Self Performing HUB and no Subcontractors)

If you will not be subcontracting any portion of the contract and will be fulfilling the entire contract with your own resources (i.e., employees, supplies, materials and/or equipment), follow the instructions on the HUB Subcontracting Plan Checklist, first page of the HUB Plan included in this solicitation.

a. Section 1 - Respondent and Requisition Information

b. Section 2 a. - No, I will not be subcontracting any portion of the contract, and I will be fulfilling the entire contract with my own resources.

c. Section 3 - Self Performing Justification

d. Section 4 – Affirmation (Remember to sign Section 4)

If you are subcontracting any work, please follow the instructions on the HUB Subcontracting Plan Checklist, first page of the HUB Plan included in this solicitation.

11. Security Measures / Background Checks

A. After award, the BRA may, at its sole discretion, perform background checks on Respondent, Respondent’s employees, and Respondent’s subcontractor’s employees who will be accessing the site.

1. Disqualifiers for Security Checks include:

a. Conviction of violent crime(s) within the past ten (10) years, defined as murder, non-negligent manslaughter, sexual assault, robbery, and aggravated assault.

b. Conviction of any terroristic act or threat within the past ten (10) years.

c. Any Registered Sex Offender.

d. Conviction of felony theft, burglary, fraud, and criminal mischief within the past ten (10) years.

e. Class C offenses shall not be considered as disqualifiers.

f. Inappropriate conduct on the project site to include workplace violence, communicated threats, vandalism, theft, or other conduct deemed inappropriate within the project site, as determined by the BRA and/or Respondent.

g. Respondent and BRA may add additional disqualifiers.

2. The Respondent shall submit to the BRA the full name (including middle name) and date of birth of each Respondent and subcontractor employee who will be accessing the project site at least one week before planned arrival to the project site.

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B. IDENTIFICATION BADGE ISSUANCE AND CONTROLS

1. Upon issuance of an identification badge, the Respondent employees (and Respondent’s subcontractor’s employees) are responsible for safeguarding their BRA-issued identification badge.

2. Anyone issued an identification badges shall display the identification badge in such a manner as to make it clearly visible on their person when on the project site. If displaying the identification badge in such a manner would create an unsafe condition, the employee must possess the identification badge on their person and present it when requested.

3. The Respondent shall work in concert with the BRA to ensure access control and identification compliance. Anyone failing to display or possess an authorized identification badge will not be allowed access into the project site or will be immediately removed.

4. Respondent shall immediately notify the BRA of:

a. Lost or stolen identification badges;

b. Termination of any personnel who were issued an identification badge.

5. The Respondent shall submit an access request list containing current, active

Respondent employees (and Respondent’s subcontractor’s employees) to BRA personnel for access approval verification. Respondent shall ensure that BRA is notified of any added employees so that the access list can be updated.

6. When access is no longer authorized for a particular employee of Respondent or its subcontractor, the Respondent shall immediately return such employee’s badges to BRA and ensure those employees are escorted from the site. Respondent shall ensure that BRA is notified of any terminated / added employees so that the access list can be updated.

7. BRA may withdraw identification badges from Respondent employees (or Respondent’s subcontractor employees) due to changes in employee or background status, employee conduct on the project site, or any activities deemed detrimental to the project, the facility, or resulting in harm or potential harm to other personnel.

8. Personnel who have not been issued an identification badge and who require temporary access into the project site (e.g. vendors, suppliers, etc.) may only enter the project site when escorted by an authorized Respondent or employee of the BRA.

Escorts are responsible for maintaining visual contact and control of the non-badged personnel within the project site.

12. RFP Inquiries

All inquiries, including clarifying questions, related to this RFP shall only be directed to the Purchasing Agent via e-mail to submissions@brazos.org. The Purchasing Agent will direct any inquiries to the appropriate BRA staff, a response will be issued and if warranted, an Addendum will be posted on the BRA’s website at www.brazos.org. Failure to adhere to this restriction during the advertising, evaluation, and selection phases will result in the rejection of a Respondent’s Proposal.

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13. Respondent’s Past Performance BRA will consider Respondent’s past performance and may conduct reference checks with other entities regarding past performance. BRA may examine Respondent’s performance including, but not limited to: the Vendor Performance Tracking System, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, repeated negative performance, records of repeated non-responsiveness to performance issues, and non-renewals of contracts.

Such sources of Respondent performance may include any governmental entity, whether an agency or political subdivision of the State of Texas, another state, or the Federal government.

Further, BRA may initiate such examinations of Respondent performance based upon media reports. Any such investigations shall be at the sole discretion of BRA, and any negative findings, as determined by BRA, may result in non-award to Respondent.

14. Conflict of Interest

Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who contracts or seeks to contract for the sale or purchase of property, goods, or services with a local government entity (i.e., Brazos River Authority) must disclose in the Conflicts of Interest Questionnaire Form ("CIQ") the person's affiliation or business relationship that might cause a conflict of interest with the local government entity. By law, the CIQ must be filed with the BRA Records Management Officer no later than seven (7) days after the date the person begins contract discussions or negotiations with the BRA or submits an application or response to a Request for Proposals, correspondence, or another writing related to a potential agreement with the BRA. Updated Questionnaires must be filed in conformance with Chapter 176.

A copy of the CIQ is attached. If you have any questions about compliance, please consult your own legal counsel. Compliance is the individual responsibility of each person or agent of a person who is subject to the filing requirement. An offense under Chapter 176 carries a penalty up to a Class A misdemeanor.

15. Disclosure of Interested Parties

Pursuant to Section 2252.908 of the Government Code, the selected Firm in contracts for the sale or purchase of property, goods, or services with a local government entity (i.e., BRA) anticipated to have a value of at least $250,000/$500,000 must submit a Disclosure of Interested Parties Form to the local government entity that discloses all persons at the Selected Firm who have a controlling interest in the selected Firm or who actively participated in facilitating the contract or negotiating the terms of the contract.

The requirements of Section 2252.908 of the Government Code are subject to change, and if you have any questions about compliance, please consult your own legal counsel.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

16. Term of Agreement

The services of the Respondent shall commence on the Effective Date of this Contract and shall continue until the Work is completed. The length of the contract will be from the date of award, with approximately three months for completion. It is understood the upgrade may be extended due to current supply chain issues. To adhere to the BRA Board of Directors’ semi-monthly meeting schedule, the Boardroom will need to be given scheduling priority and must be completed within a two-month period. Respondent shall provide an initial one (1) year ON-CALL A/V support after upgrade is completed, and they shall provide BRA with 1-4 years of subsequent service/maintenance agreement terms and pricing for BRA’s consideration.

17. Contract The executed contract between BRA and the selected Respondent shall be a BRA standard form contract. Contract terms are not subject to modification and Respondent will be expected

RFP No. 23-04-1284 AVI EQUIPMENT & INSTALLATION Page 14 of 30 to execute the contract in substantially the form provided. Respondent should not base a proposal on an expectation that BRA will modify its contract terms.

The BRA reserves the right to award contract(s) without any negotiations and reserves the right to not make awards. The BRA reserves the right to conduct studies and other investigations as necessary to evaluate any submittal. Submission of a proposal confers no legal right upon any Respondent.

The decision of BRA, or its designee with regard to the above, shall be administratively final. BRA, in its sole discretion, may waive administrative deficiencies and/or minor technicalities in submittals received.

18. Insurance Requirements The Respondent shall, at Respondent’s sole expense, maintain insurance coverage as determined acceptable to the BRA. The Respondent must obtain the following minimum insurance requirements and provide proof to the BRA prior to entering into a contract:

General Liability Insurance:

Bodily Injury $ 500,000 per person Bodily Injury $ 1,000,000 per occurrence Property Damage $ 1,000,000 per occurrence Aggregate $ 2,000,000

Professional Liability:

$ 1,000,000 per occurrence

Workers’ Compensation:

Statutory

Automobile Liability: $ 1,000,000 per claim/aggregate

Employers’ Liability $ 1,000,000 policy limit

19. Testing The BRA reserves the right to inspect and test the submitted product. The BRA in its sole discretion may disqualify a submitted product as non-conforming to the specifications if the product does not meet the requirements of the specifications during testing.

20. Recycled and Recyclable Products The BRA encourages the use of recycled products and products that may be recycled or reused.

21. Delivery of Proposal Submittals

Proposals may be submitted in one of the following manners:

Electronic Transmission. Email transmission to submissions@brazos.org. Emailed proposal submissions shall be an attachment, in a Portable Document Format (PDF). Proposals shall be clearly identified in the Subject Line as follows: RFP Title, RFP Number and RFP Due Date. The BRA shall not be responsible for submissions that are not properly identified. Proper identification of Respondent’s proposal is the sole responsibility of the Respondent and failure to do so may result in the submission not being included in the proposal opening.

Drop Box Submission Prior to Proposal Submission Deadline: Hand delivery of one sealed, clearly identified original signed paper copy submission may be received up to the proposal submission deadline contained in the solicitation at the Brazos River Authority Waco Central

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Office, 4600 Cobbs Dr. Waco, Texas 76710, utilizing the secure drop box located at the entrance of the office building. The BRA shall not be responsible for submissions that are not properly identified. Proper identification of Respondent’s proposal is the sole responsibility of the Respondent and failure to do so may result in the submission not being included in the proposal opening.

Mail-In Delivery: Mailed by commercial carrier, overnight or express mail, one sealed clearly identified original signed paper copy submission may be accepted by the Purchasing Agent or other designee up to the proposal submission deadline contained in the solicitation at the Brazos River Authority Waco Central Office, 4600 Cobbs Drive, Waco, Tx. 76710. The BRA shall not be responsible for submissions that are not properly identified. Proper identification of Respondent’s proposal is the sole responsibility of the Respondent and failure to do so may result in the submission not being included in the proposal opening.

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Brazos River Authority

REQUEST FOR PROPOSALS – COST PROPOSAL FORM

Base Proposed

Item Executive Boardroom (Brazos) Quantity Proposed Amount

1. Hardware/equipment to be purchased

1 $__________

2. Hardware/equipment to be purchased

4. Labor

TOTAL $__________

Item

Main Conference Room (Bosque) Quantity Proposed Amount

Item

Breakroom (Navasota) – Boardroom Overflow

Quantity Proposed Amount

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Item

Back Conference Room (South Fork)

Training Room (Leon)

Executive Conference Room

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ACKNOWLEDGMENT OF REQUEST FOR PROPOSALS AND

RECEIPT OF ADDENDA

RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS REQUEST FOR PROPOSALS AND

ADDENDA BY SIGNING BELOW AND SUBMITTING THIS ACKNOWLEDGEMENT WITH YOUR

PROPOSAL. FAILURE TO SIGN THIS ACKNOWLEDGEMENT WILL DISQUALIFY THE PROPOSAL

AS NON-RESPONSIVE. SIGNATURE MAY BE DIGITAL, ELECTRONIC OR HAND WRITTEN.

This acknowledgement shall become part of your response and the subsequent contract documents if applicable.

ACKNOWLEDGMENT OF REQUEST FOR PROPOSALS:

Respondent hereby acknowledges that it has received and read the Request for Proposals and all Addenda, and that this Proposal is made in accordance with the provisions thereof. Respondent acknowledges that this Proposal meets or exceeds all terms, requirements, conditions, and/or specifications set forth in the Request for Proposal and Addenda, and exceptions or deviations from such terms, requirements, conditions, and/or specifications, if any, have been clearly and conspicuously identified as such in the Proposal.

Does your company have ten (10) or more full time employees? Check one box only.

YES NO

Name of Firm (Respondent)

Signature – Authorized Representative

Printed Name

Date

E-mail Address

Telephone Number

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- APPENDIX A -

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- APPENDIX B -

BOARDROOM

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- APPENDIX B –

BOARDROOM (continued)

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MAIN CONFERENCE ROOM

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MAIN CONFERENCE ROOM (continued)

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BACK CONFERENCE ROOM (SOUTH FORK)

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TRAINING ROOM

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EXECUTIVE CONFRERENCE ROOM

Form W-9 (Rev. October 2018) Department of the Treasury Internal Revenue Service

Request for Taxpayer Identification Number and Certification

Go to www.irs.gov/FormW9 for instructions and the latest information.

Give Form to the requester. Do not send to the IRS.

P ri n t o r ty p e

S ee

S p e c if ic

I n s tr u c ti o n s o n p ag e

3.

1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.

2 Business name/disregarded entity name, if different from above

3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor or single-member LLC

C Corporation S Corporation Partnership Trust/estate

Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership)

Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that is disregarded from the owner should check the appropriate box for the tax classification of its owner.

Other (see instructions)

4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3):

Exempt payee code (if any)

Exemption from FATCA reporting code (if any)

(Applies to accounts maintained outside the U.S.)

5 Address (number, street, and apt. or suite no.) See instructions.

6 City, state, and ZIP code

Requester’s name and address (optional)

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN)

Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later.